Wedding Coordinator vs. Venue Coordinator
WHAT IS THE DIFFERENCE BETWEEN A VENUE COORDINATOR
AND A WEDDING PLANNER?
There are many differences between your wedding planner/coordinator and your venue’s coordinator. Many of our couples come to us and say “our venue has a coordinator, but we realized we need a wedding coordinator”. The differences are not always clear from the start of your wedding planning journey, and venue coordinators are amazing! They do so much to help you with your wedding, and a good partnership between your wedding and venue coordinators is key! The difference between a venue coordinator and wedding coordinator are the responsibilities leading up to your wedding, and on the wedding day. The exact responsibilities will vary depending on the planner you hire and which package you choose, but here’s an overview of the main differences between your wedding planner/coordinator and a venue coordinator.
The Wedding Planning Process
Full Planning: During your wedding planning, having a full, or partial planning package typically includes helping create a comprehensive budget, and giving you in-depth guidance on securing your vendors. Your planner will take your vision and give you options within your budget. Planners will also attend meetings and ensure the details are as planned.
Event Management/Day of Coordination: During your wedding planning, having a wedding coordination package typically includes creation of a detailed timeline, and vendor communication in the weeks leading up to the wedding day. Our event management starts 3 months before the wedding and also includes a details meeting and layout creation. Most of the Event Management couples we see rely heavily on the venue coordinator for their recommendations, and we come in to tie your wedding together with a bow. We love our event management couples.
Venue Coordinator: During your wedding planning, the venue coordinator may give you a list of approved or recommended vendors to research on your own. Having a list of potential vendors is helpful, but can take more work on your end to determine if the price point falls within your budget and to check on availability.
Overall, a wedding planner/coordinator is there for you and all things relevant to your wedding, and a venue coordinator offers general guidance and a lot of support with the venue itself.
The Wedding Day
On the day of your wedding, wedding planners/coordinators are there for you. Venue coordinators are there to make sure all the venue details are perfect for you. There are several key differences between wedding planners and venue coordinators on the wedding day.
Before the Wedding
Depending on your service package, your wedding coordinator will arrive at your venue a couple of hours before your wedding ceremony to begin setting up. In our event management package we set up your personal decor touches, like your welcome sign, sign in book, card box, etc. Large rental items and floral arrangements fall within other vendors’ responsibilities.
Olivia and Ryann, with Ryann Kristena Events, adding candles to the table and lighting all candles. Photo Credit: Sarah Block Photo
The Wedding Ceremony
Your wedding coordinator will direct your ceremony, including an off-site wedding ceremony. They were likely at your rehearsal directing that as well. The venue coordinator wouldn’t be responsible for an off-site ceremony.
The Wedding Reception
The wedding coordinator is responsible for keeping the timeline and the flow of the day, while making sure the couple is happy and up to date on the day’s events. They make sure your personal items are out for the reception as well - special toasting flutes, table numbers, neon sign, etc. Plus, they pack it all up at the end of the night with all the cards and gifts for safekeeping.
Throughout the reception, the wedding planner will make sure your grand entrance, introductions, dinner, toasts, cake cutting, etc stay on track. Having a wedding planner ensures the venue coordinator can focus on the logistical things such as parking, restrooms, power, set up of tables and chairs (if included), house catering and bar, and staffing (if in-house). Venue coordinators will likely stay until dinner is underway, while a wedding planner stays the entirety of the event and through clean up.
Ryann, with Ryann Kristena Events, showing the couple how to cut their cake. Photo Credit: Genevieve Davis
At the end of the day, the key difference between a wedding planner and a venue coordinator is their relationship with you, the couple getting married! A wedding planner’s focus is on making sure your wants and needs are met, whereas a venue coordinator is focused on ensuring the venue is well-maintained and well-represented.
